In the Know with OneUSG Connect

Transcription

1 In the Know with OneUSG Connect February 13, 2019 Facilitator: Jodi Frazier Muted on entry. Please remember to unmute Don t place your call on hold Let us know if you have difficulty hearing 1

2 Housekeeping Items This WebEx is being recorded and the archive/presentation will be available on the OneUSG Support Website. The recording will be sent out within 48 hours of the presentation. Please chat us your questions. We will review those at the end of the presentation during our Parking Lot Review There will also be a time during the end of the presentation for additional Questions & Answers 2

3 Agenda Release Information Known Issues Payroll Benefits Commitment Account Human Resources Customer Support Upcoming Events 3

4 Release Information 4

5 HREL 4.10: Benefits Update to job table to always default benefit record # to 0 A fix was put in place in release 4.10 to prevent the changing of an employee s benefit record number to anything other than zero. CTASK After release, it was discovered that the benefit record number could still be changed on the Add Employment Instance Page. A new fix is being put in place to correct this scenario. CTASK

6 HREL 4.11: Self Service Label change of Transaction Date to Effective Date Bug Fix to allow attachment of documents to Name Change requests submitted via Employee Self Service Workflow correction: transactions will no longer require the initiator to approve at level 1 and instead will route to the initiators 1-up reports to manager for approval 6

7 Security When submitting MSS transactions for approval, the link on the approval route showed mobile number of the approver and 2 country codes- see below 7

8 Security After 4.11 release, the mobile phone number will no longer show and there will only be one country codesee below 8

9 Automated Adjustment Functionality Enhancements Deduction Adjustment Load Deduction Classification will now be a required field Remove view and detach options Add upload/validate and upload/process options General Deductions Load Remove company, view, and detach options from run page Adding error report Earnings Adjustment Load Remove view and detach options Add upload/validate and upload/process options Additional Pay Load Remove view and detach options Add upload/validate and upload/process options 9

10 Predistribution Audit Report New columns Employee ID Employee Record Actuals Distribution Error 503 Trailing zeros after the fiscal year Validations Predistibution Audit Report validates Department Budget Table Invalid Funding Report validates Job Earnings Distributions 10

11 Known Issues 11

12 Phone Numbers in ESS Updating personal phone numbers through ESS Phone numbers will only save in the prescribed format will save as 706/ will save as 706/ Will no longer save phone numbers with less than or more than 10 digits Will no longer save phone numbers with values other than numeric This will also ensure that phone numbers are loaded correctly into ServiceNow 12

13 Payroll 13

14 Employees Claiming Exempt from Withholding Please see OneUSG Communication dated 02/11/19 regarding employees claiming exempt from withholding. Employees claiming exempt from withholding must complete new Federal and State withholding forms by Feb. 15, If employee fails to comply by the deadline, Institutions should default the employees withholding back to Single-0. Institutions may use Query report titled BOR_PY_SPEC_FED_TAX_STATUS for a listing of employees impacted. For employees with an effective date of Jan. 1, 2019 or greater on your report, no action is necessary. Please submit confirmation of completion to oneusgsupport@usg.edu by Feb. 15,

15 Off Cycle BPM Update Updating BPM Off-Cycle Check Section Off-cycle check form and Off-cycle procedures. Improving processes Enhancing compliance and reporting Ensuring accountability Announced at the 12/05/18 Mid-year Fiscal Affairs Workshop and published 12/18/18 as a OneUSG Connect Communication ection5/c1235/#p5.3.8_off_cycle_payroll_processing 15

16 Off Cycle BPM Update Changing: New Off Cycle Request Form Easier to follow - More in depth root cause analysis Clarifies required signatures for certain requests Emergency payments CBO attests there is a true undue hardship exists if not processed as a standard off cycle Off Cycle denial reasons (especially if all TL items are not completed (payable time not approved) Changing: New Emergency Payment Schedule Changing: Separate Off Cycle Reversal Form Form in process - to be released soon 16

17 Off Cycle BPM Update New reason for off cycles documented system error/issue New reason for not processing - Payment due to failure of employee to enter and submit his/her time report on schedule, regardless of the % of underpayment. Eliminate all working of on demand/same day ach now called emergency payments Creates procedure for processing of Emergency payments CHRO signature moving to CBO for emergency payments Delegations are allowed if approved by USG CFO Form in process to be released soon 17

18 Payroll Schedule: February & March

19 Benefits 19

20 Deduction Priority Update Priority on Some Deduction Codes Updated 2/11/2019 Voluntary Retirement Plan (VRP) Deductions Updated to Priority = 600 Allows Premium (STD, LTD, Hospitalization etc) and Contractual (Purchasing Power, Fitness, Parking) or Obligation (Foundation, Charitable Contribution) to process BEFORE VRP Deductions Premium or Contractual/Obligation Based Deductions Updated to Priority = 500 Some employees elect VRP contributions large enough to zero out net pay on regularly scheduled payrolls. When VRP deductions process BEFORE other general deductions the other general deductions go into arrears and will never process due to not enough Net Pay. Updated the priority has resolved this issue. 20

21 Commitment Accounting 21

22 Dates for Retros on GL Processing Days Pay Period End Date communicated via Listserv Processing Calendar Determine the pay run for retro to utilize Number of days prior to the pay period end date days prior pay end Used to identify the new pay period end date 22

23 Dates for Retros on GL Processing Days Initial screen when adding direct retro 23

24 Dates for Retros on GL Processing Days After changes are made 24

25 Reminders Ensure employees processing retros are on the SSC CA list. Reference the Commitment Accounting Schedule for the most current Commitment Accounting Calendar and status of processes. es/commitment_accounting 25

26 Human Resources 26

27 PII Masking PII masking was reapplied to production on 2/6/19 Practitioners requiring access to PII information should submit a request to SSC requesting the PPI role As part of this migration we did experience the Highest Education Level field disappearing from the Biographical Details page, but this has been corrected 27

28 Customer Support 28

29 Awareness: Duplicate Tickets ing will automatically create a ServiceNow Ticket Please DO NOT add additional recipients into the address line when creating a ticket Duplicate Tickets can be created by employees and practitioners who receive the Please DO NOT copy(cc) or blind copy(bcc) any other address when creating a ticket Duplicate Tickets are created when those who cc or bcc respond to the that they receive. 29

30 Awareness: Caller Resolution Process Service desk makes 3 attempts to contact customer for needed/additional information After 3 attempts, we will resolve the issue and the customer will receive a resolution giving them 5 business days to click the required link to re-open the ticket If the customer does not click the link the ticket will close, and the customer will be required to open a new ticket 30

31 Upcoming Events 31

32 Upcoming Events Cohort 5 Time Line 32

33 Upcoming Events Careers Monthly Update WebEx (All Institution who are live) Feb :00pm HREL 4.11 Feb In the Know WebEX Mar :00am 33

34 Review Parking Lot 34

35 Questions and Wrap Up 35